Automated Emails in Slate

As an applicant's application moves through certain steps in the review process, they will prompt automated emails. Many of these emails are similar to the automated emails sent out of Applicant Review, our previous application software. 

Below is a list of automated emails that are sent out of Slate, with a description of their general content, to whom they are sent, and when they are sent. Notable additions and/or changes are highlighted in Green below.

As an applicant is filling out an application

• Account Creation (Activate Your Account)
  • Sent to: applicant
  • Sent when: an account is set up in Slate before an applicant starts a Slate application
  • Content: activate account link and a temporary pin; also a link to the Graduate Guide
    
    
• Account Migration
  • Sent to: applicant
  • Sent when: an applicant requests a change to their email address
  • Content: directions for changing the email in a Slate account
    
    
• Account Password Reset
  
  • Sent to: applicant
  • Sent when: an administrator resets a password or an applicant has forgotten their password and submits a request to change their password from the /apply page
  • Content: reset password instructions
    
    
• Application Creation
  
  • Sent to: applicant
  • Sent when: a day after an applicant creates a Slate application.
  • Content: appreciation for considering UW-Madison and helpful links to the Graduate Guide, Requirements For Admission page, and Becoming a Global Badger page from ISS
    
    
• Application Submission
  
  • Sent to: applicant
  • Sent when: an applicant submits and paid for the application.
  • Content: confirmation that application has been submitted; notice that directions for activating a NetID will come soon in an email; and some general information about our review process (Program Review followed by Graduate School review)
    
    
• Recommendation Request (To Recommender)
  • Sent to: recommender
  • Sent when: an applicant requests one through the Slate application
  • Content: directions for the recommender on how to submit a letter of recommendation; it will also explain that the applicant has waived their right to view the recommendation
    
    
• Recommendation Submission (To Recommender)
  • Sent to: recommender
  • Sent when: the recommendation is received and stored in Slate
  • Content: confirmation that a letter of recommendation has been received
    
    
• Recommendation Submission (To Applicant)
  
  • Sent to: applicant
  • Sent when: the recommendation is received and stored in Slate
  • Content: notice that a recommender has provided a letter of recommendation
  • What's new: in Applicant Review, emails were not sent to applicants when a recommender successfully submitted their letter of recommendation

After an applicant has submitted an application

• Activate Your NetID
  • Sent to: applicant
  • Sent when: after the Application Submission email (above) has been sent and after the student has been given a campus ID
  • Content: directions for setting up a UW-Madison NetID and to contact DoIT if there are issues
    
    
• Missing Checklist Items (recurring email)
  • Sent to: applicant
  • Sent when: an applicant still has missing items in their checklist (e.g., residency form or recommendations)
  • Content: list of items needed to be complete plus a link to their application status page
  • What's new: in Applicant Review, emails would not be sent to applicants if a part of their application was still missing upon submission

After an applicant has been recommended by the program

• Official Transcript(s) Needed email upon recommendation by program [G02]
  • Sent to: recommended applicant without official transcripts on record (excluding UW-Madison alums)
  • Sent when: student is recommended and still needs to send official transcripts; the application will be in the G02 bin in the Graduate School workflow
  • Content: notice that the program has recommended the student for admission and directions for how to submit official transcripts to the Graduate School
    
    
• Missing Official Transcript(s) email after recommendation by program (recurring email):
  • Sent to: recommended applicant (excluding UW-Madison alums)
  • Sent when: every 3 weeks after being recommended and official transcripts have still not been received; the application will be in the G02 bin in the Graduate School workflow
  • Content: notice that we still need transcripts plus directions for sending transcripts
  • What's new: previously in Applicant Review, applicants would only receive one email letting them know that they need to submit official transcripts; in Slate this email will be resent until official transcripts have been received
    
    
• English Proficiency Scores Required upon recommendation by program [G35]:
  • Sent to: international recommended applicant without official English proficiency results on record
  • Sent when: applicant has been recommended for admission but the Graduate School has determined the student has not yet met English proficiency requirements; the application will be in the G35 bin in the Graduate School workflow
  • Content: notice that the applicant has yet to provide English proficiency test results with directions for how to submit official test results to the Graduate School
    
    
• Missing English Proficiency email after recommendation by program (recurring email):
  • Sent to: international recommended applicant without official English proficiency results on record; the application will be in the G35 bin in the Graduate School workflow
  • Sent when: every 2 weeks after being recommended for admission
  • Content: notice that the Graduate School has yet to receive official English proficiency test results
  • What's new: previously in Applicant Review, applicants would only receive one email letting them know that they need to submit official transcripts; in Slate this email will be resent until official transcripts have been received

After an applicant has been admitted (or denied) by the Graduate School

• Decision Notification:
  • Sent to: admitted applicant
  • Sent when: a decision (admitted/denied) is confirmed and released with a decision letter assigned
  • Content: directions for the applicant to check their status page for an update on their application; please note that a decision of admission will not be present in the email itself, so the student will have to log into their account to see if they've been admitted
  • What's new: a decision of admission will not be present in the email itself, so the student will have to log into their account to see if they've been admitted; previously in Applicant Review, the student would receive a "Congratulations" email upon admission.
    
    
• Access to Terra Dotta upon being admitted:
  • Sent to: admitted international applicant
  • Sent when: one day after an international applicant has been admitted to the Graduate School
  • Content: directions for accessing Terra Dotta and links to the Becoming a Global Badger and Terra Dotta Tutorials pages
  • What's new: the information is the same, but now this email is automated, meaning that all international applicants who have been admitted will receive this email after being admitted
    
    
• ESLAT required upon being admitted:
  • Sent to: admitted applicant with an English proficiency score in the range that requires taking the ESLAT
  • Sent when: after the applicant has been admitted with the Needs ESLAT tag
  • Content: notice that the applicant will need to take the ESLAT, which will determine if the student should take ESL courses in the first year of study at UW-Madison
  • What's new: the information is the same, but now this email is automated, meaning that all admitted applicants who need to take the ESLAT will receive this email after being admitted
    
    
• Informative welcome email to admitted students, sent one week after admission:
  • Sent to: admitted applicant who has yet to indicate their intention to accept/decline the offer of admission
  • Sent when: a week after the applicant has been admitted
  • Content: information about housing, living in Madison, funding and financial aid resources, McBurney Disability Resource Center, links to the Academic Calendar and the Office of the Registrar Dates & Deadlines, and the Graduate School's Diversity and Inclusion Commitment statement
  • What's new: much of this information would be sent to applicants later in the process via central communications from the Graduate School; but seeing as housing in particular has become so competitive around the university, we want to make sure students receive this information as early as possible.